By-Laws for the Virginia Crime Analysis Network
PREAMBLE
The purpose of this state-wide organization is to promote the exchange of crime analysis information
and to encourage increased professionalism in the crime analysis field. Our priorities are to create
unified standards for improved education, training, awareness and professionalism within the fields
crime and intelligence analysis.
ARTICLE I
NAME OF THE ORGANIZATION
The name of the organization shall be the Virginia Crime Analysis Network, otherwise known as VCAN.
ARTICLE II
PURPOSE AND FUNCTION
Section 1: Purpose
The purpose of VCAN is to provide a forum for the exchange of information and best practices among
members. Furthermore, VCAN will address and promote training and educational opportunities to
enhance and promote the profession of crime analysis.
Section 2: Function
A. Enhance public and official understanding of the role of crime analysis in law
enforcement;
B. Facilitate and coordinate the exchange of information and concepts through training,
symposiums and discussion among members;
C. Reinforce professionalism, dedication to service and integrity among practitioners.
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ARTICLE III
MEMBERSHIP
Section 1: Membership Types
A.
VCAN & IACA Membership – This membership type is available to professionals and
academics involved in or interested in the areas of crime and intelligence analysis.
Professionals shall be employed by law enforcement agencies or supporting corporations
within the Commonwealth of Virginia. Academics shall be employed by or enrolled in an
institute of higher learning within the Commonwealth of Virginia. VCAN & IACA Members will
be required to pay membership dues at a rate set forth by the Executive Board and, while in
good standing, shall hold the following rights:
 to attend VCAN-sponsored trainings and symposiums at no additional cost
 to cast a ballot in the election of the officers of the organization
 to hold office in the organization or sit on any committee
 inclusion on the VCAN listserv
 enjoy all rights and privileges extended by membership to the International
Association of Crime Analysts (IACA)
B.
VCAN-only Membership – This membership type is available to professionals and
academics involved in or interested in the areas of crime and intelligence analysis.
Professionals shall be employed by law enforcement agencies or supporting corporations
within the Commonwealth of Virginia. Academics shall be employed by or enrolled in an
institute of higher learning within the Commonwealth of Virginia. VCAN-only Members will be
required to pay membership dues at a rate set forth by the Executive Board and, while in
good standing, shall hold the following rights:
 to attend VCAN-sponsored trainings and symposiums at no additional cost
 to cast a ballot in the election of the officers of the organization
 to hold office in the organization or sit on any committee
 inclusion on the VCAN listserv
All members of VCAN in good standing hold the right of access to all general meetings of the
organization, publications produced by VCAN and to information maintained by the organization which
is in the public domain.
Section 2: Application for Membership
Applications for membership in VCAN can be made by submitting the application materials to
the Treasurer, along with all dues and fees. Membership is contingent upon approval of the Executive
Board. The approval will be confirmed by a letter of acceptance to the member/applicant.
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Section 3: Dues & Fees
Membership dues shall be established by the Executive Board and shall be payable annually by
January 31st. Any renewal applications received after January 31st will be charged a ten dollar late fee.
Members whose dues have not been paid in full by January 31st shall be suspended from all
membership rights and benefits. Members whose dues have not been paid in full by March 1st shall
have their membership terminated. Any member suspended for non-payment of dues shall be
automatically reinstated upon full payment of their account balance.
Membership dues will not be pro-rated, however applications for membership will be accepted
throughout the year.
Section 4: Termination of Membership
A member shall be suspended if their employment or academic status no longer meets the
criteria for their membership category. Exceptions to this policy will be considered on a case-by-case
basis. The member shall notify VCAN in writing of the change in employment or academic status within
thirty (30) days. Failure to do so will result in the member’s expulsion from VCAN. Members shall be
reinstated in VCAN after the organization has received, from the member, written verification on
agency/corporate letterhead that they are serving in a capacity as defined by one of the membership
categories.
A member shall be suspended for good cause, which includes but is not limited to, malfeasance in
office, criminal conduct, serious non-professional conduct or non-payment of dues at the discretion of
the Executive Board.
ARTICLE IV
OFFICERS OF THE ORGANIZATION
Section 1: Officers of the Organization
The by-laws of VCAN will provide for the following Officers and terms of office:
There shall be a President, Vice President, Treasurer and Secretary. The office of past President will
be established as an advisory role for the board and will have no voting authority as an Executive
Board member.
Section 2: The Office of the President
The President will be the presiding officer at all general meetings of the membership of VCAN and the
Executive Board and will hold an ex-officio membership in all committees of VCAN. The President
shall also act as a representative of VCAN to the broader criminal justice community.
Section 3: The Office of the Vice President
The Vice President shall assume the office and powers of the President in the event the President is
unable to perform his/her duties. The Vice President will perform all other duties assigned to him/her
by the President or Executive Board.
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Section 4: The Office of Secretary
The Secretary of VCAN will hold responsibility for the transcription and distribution of the minutes of
the general meetings of the membership and the Executive Board.
The Secretary shall keep accurate records of VCAN proceedings, issue notices of meetings and any
other duties assigned by the President or the Executive Board. Excluding financial records, the
Secretary shall preserve all records and documents belonging to VCAN.
Section 5: The Office of Treasurer
The Treasurer shall be responsible for receiving and processing membership dues and training fees.
In addition, the Treasurer shall maintain all financial records, books and accounts of the organization.
It shall be the responsibility of the Treasurer to assist the Executive Board in the conduct of audits of
the organization.
The Treasurer shall be responsible for preparing semi-annual fiscal reports in January and July of
each year and shall present the budget to the Executive Board for approval. All fiscal reports shall be
made available to the membership.
All fund disbursements over the amount of $250.00 will be authorized by the Treasurer and approved,
by means of a counter signature, by the President, or in his/her absence, the Vice President. Any
funds disbursement equal to or less than $250.00 will be done by the Treasurer.
Section 6: Succession of Office
In the event the President is unable to perform the duties ascribed, the office shall be assumed by the
Vice President, followed by the Secretary.
When the process of succession leaves vacancies on the Executive Board, appointments to fill those
vacancies for the remainder of the election term will be made by the remaining Executive Board
members at their discretion.
ARTICLE V
ELECTION OF OFFICERS
Section 1: Qualifications
Any Member of VCAN in good standing shall be qualified to hold office in the organization. Good
standing shall be defined as being current on any and all dues and fees.
Section 2: Term limitations
Officers will be elected every two years for the Executive Board of VCAN. No elected member shall
hold the office for which he/she was elected for more than two consecutive terms.
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Section 3: Electoral Process
The election of officers will take place every two years at the Spring Symposium. At each election,
board members will ascend to the next level of the board as follows:




Treasurer to Secretary
Secretary to Vice President
Vice President to President
President to Past-president
Any exceptions to this practice shall be at the discretion of the current Executive Board.
A nominee will be considered elected to an office when she/he receives a simple majority of the
general membership casting vote in the election, provided a quorum was established. If no nominee
receives a simple majority of the ballots a run-off election must be conducted between the nominees
who received the largest number of votes in the general election.
If there is only one nominee for an office that person shall be considered elected by acclimation.
Section 4: Nomination Process
A person wishing to be placed on the ballot for the contested office must submit to the Vice President
a letter of intent for the respective office. This letter must be received by the Vice President no later
than sixty days (60) prior to the established and published date of the general meeting of membership.
All nominees for office shall be certified by the Treasurer. A list of qualified candidates will be solicited
from the membership and distributed electronically in advance of the Spring Symposium.
ARTICLE VI
EXECUTIVE BOARD
Section 1: Composition
The Executive Board of VCAN shall be composed of all elected officers of the organization. The
Executive Board shall be chaired by the President or in his/her absence, the Vice President.
The Executive Board shall meet when called by the President for the purpose of advising the
President in carrying out the administration business and other affairs of the organization in
accordance with the by-laws.
ARTICLE VII
MEETINGS
Section 1: Business Meetings
There shall be a business meeting of the membership of VCAN announced on an annual basis. The
dates, time, and locations of these meetings will be decided by the Executive Board. Business
meetings of VCAN may be held as needed to support the needs and purpose of the organization.
Except as otherwise specified herein, motions and actions proposed shall become effective upon a
simple majority of the voting members then present.
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Section 2: Executive Board Meetings
A meeting of the Executive Board may be called at any time by the President of the VCAN. There will
be, at the least, one Executive Board meeting scheduled to coincide with the annual meeting of the
general membership.
ARTICLE VIII
COMMITTEES
Section 1: Committee Membership
Members of all committees must be Full or Agency members in good standing of the VCAN.
Section 2: Ad Hoc Committee
The Executive Board has the authority to establish and compose committees with specific agendas,
as the need is perceived. The composition and authority of these committees will be duly reported
and recorded in the minutes of the Executive Board.
ARTICLE IX
PROVISIONS OF GOVERNANCE
The Virginia Crime Analysis Network will be governed by the rules and provisions of these by-laws,
and any applicable and approved committee regulations. Where the standards and provisions of these
by-laws are insufficient to resolve disputes, the most current edition of Roberts Rules of Order shall be
consulted. The conduct of all meetings and actionable votes of any component of this organization
must be held in compliance with the provisions of Roberts Rules of Order.
ARTICLE X
AMENDMENT OF BY-LAWS
Amendments of these by-laws must be submitted in writing, to the membership prior to or at the next
scheduled meeting of the general membership of VCAN.
The proposed amendment (s) will be distributed to the voting membership with registration materials
for the next business meeting. Executive Board members will discuss the proposed changes and
make amendments before submitting them to the membership for approval. Approval shall be
determined by a simple majority of the voting members then present.
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ARTICLE XI
BENEFITS
Section 1: Entitled Members
The Executive Board, Committee Members and Past President shall be entitled to benefits outlined by
level.
 Level 1 – Executive Board Members
o Free Full Membership for the term(s) of service
o For VCAN-related meetings travel
 Meals, excluding alcohol, not to exceed $15
o For VCAN-related training travel beyond 100 miles one-way
 Hotel accommodations the night prior to the event
 If more than one person, double occupancy (same sex only)
 Meals, excluding alcohol, not to exceed $30 in a 24-hour period
 Level 2 – Past President
o Lifetime free Full Membership
o For VCAN-related meetings travel
 Meals, excluding alcohol, not to exceed $15
 Level 3 – Committee Chairs
o Free Full Membership for the term(s) of service
o For VCAN-related meetings travel
 Meals, excluding alcohol, not to exceed $15
 Level 4 – Committee Members
o Free Full Membership for the term(s) of service
Section 2: Restrictions
All benefits expenditures shall be approved by the VCAN President prior to disbursement and shall be
accompanied by a receipt to be presented to the VCAN Treasurer. Benefits shall only be afforded
when costs are not covered by the recipient’s agency and are not otherwise included in a package
(free breakfast with hotel stay, catered meals at trainings, etc.). Lodging rates shall not exceed that
allowed by the U.S. General Services Administration. When practical, opting out of an overnight stay
or lodging with friends and family is encouraged.
Total benefits expenditures (excluding value of free membership) shall not exceed $1,500 per
calendar year.
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